Client Coordinator

 Reporting to the Senior Wealth Advisor, the Client Coordinator supports our wealth management team. This role is the operational backbone of the client experience — managing scheduling, communications, and administrative workflows for advisors while serving as a warm, professional first point of contact for clients. The ideal candidate is highly organized and personable, who thrives in a fast-paced, detail-oriented environment and takes pride in keeping a busy advisory practice running smoothly.

1.  Serve as the primary point of contact for clients, delivering exceptional service by managing communications, coordinating meetings, and supporting a professional and welcoming client experience.

2. Provide administrative and operational support to advisors by managing calendars, preparing meeting materials, coordinating follow-up activities, and assisting with correspondence, reports, and presentations.

3.  Process and maintain client account documentation, including new account setup, account maintenance requests, transfers, and CRM records, ensuring accuracy, completeness, and timely execution.

4.  Support the efficient operation of the wealth management practice by coordinating office administration, vendor relationships, travel arrangements, firm events, and other team support activities.

5.  Maintain strict confidentiality and compliance standards while handling sensitive client information, documentation, and communications in accordance with firm policies and regulatory requirements.

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  Serve as the primary point of contact for incoming client calls, emails, and office visits, providing a professional and welcoming client experience

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  Manage advisor calendars, schedule and confirm client meetings, and coordinate logistics for in-office and virtual appointments

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  Prepare meeting materials, including account summaries, agendas, and client documentation, in advance of advisor meetings

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  Process and track new account paperwork, account maintenance requests, and transfer documentation, ensuring accuracy and timely completion

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  Maintain and update client records and contact information in the CRM system

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  Coordinate follow-up tasks after client meetings, including sending summaries, action items, and requested documents

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  Assist with the preparation of correspondence, presentations, and reports for advisors and clients

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  Support event planning and coordination for client appreciation events, seminars, and firm functions

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  Manage office administrative functions, including supply ordering, vendor coordination, and mail/document handling

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  Assist with travel arrangements and expense reporting for advisors as needed

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  Uphold strict confidentiality and compliance standards when handling sensitive client and financial information

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  Provide general administrative support to the wealth management team, including filing, data entry, and document preparation

This job description is not designed to cover or contain a comprehensive listing of essential functions or responsibilities that are required of the employee for this job. Essential functions and responsibilities and activities may change at any time with or without notice.

• High school diploma required; Associate's or Bachelor's degree preferred

• 3+ years of experience as an executive assistant, client service coordinator, or administrative professional, ideally in financial services, legal, or professional services

• Exceptional organizational skills with the ability to manage multiple priorities and deadlines simultaneously

• Strong written and verbal communication skills with a polished, client-facing demeanor

• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with CRM systems a plus

• High degree of discretion and professionalism when handling confidential client information

• Strong attention to detail and follow-through

• Ability to work both independently and collaboratively in a team-oriented environment

• Prior experience supporting financial advisors, wealth managers, or in a registered investment advisory (RIA) environment

• Familiarity with custodial platforms (Schwab, Fidelity, etc.) and financial planning software

• Notary certification a plus

No travel is expected for this position.

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

This is a largely sedentary role; however, some filing may be required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. 

This is a full-time, non-exempt position. Days and hours of work are Monday through Friday 8:00 a.m. to 5 p.m. Some remote work and flexibility in hours is allowed based on management’s approval.

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Cain Watters & Associates is committed to upholding the principles of the Equal Pay and Opportunity Act (EPOA). If you have any concerns regarding compliance with this policy, we encourage you to report them immediately by contacting HR at hr@cainwatters.com. Your concerns will be handled with the utmost confidentiality and care.